Terms and Conditions of Hire

Hirers must make themselves familiar with the Terms & Conditions of hire prior to their first use of the hall.

The Hirer is deemed the “Responsible Person” and is designated the person in charge of the hall during your hire. The Hirer must be at least 21 years of age and must be present throughout the hire session.

Hirers must be familiar with the Hall's Safeguarding Policy acceptance of which forms part of the agreed contract taken out on hiring the Hall.

Hirers must comply with the Hall's Fire Regulations and be familiar with the Fire Risk Assessment.

Hirers are responsible for the safe operation of all equipment they bring into the Hall. Hirers must not use the electricity supply for any purposes other than those that could be reasonably expected. Specifically the use of portable heaters, charging of electric vehicles and use of high power appliances in general, other than the appliances and equipment provided and owned by the Hall, are not permitted.

Hirers are responsible for securing any Temporary Licence required for the sale of alcohol from Cherwell District Council in advance of the date of hire for their specific use of the hall.

The Hall is insured against any claims arising out of the Trusts own negligence. Hirers are advised to make their own insurance arrangements for personal and/or the organisations property, as the Trust accepts no responsibility for it, nor is it covered by the Hall’s insurance.

Hirers using the hall for commercial purposes must ensure their Public Liability Insurance covers the hire and use of the hall.

If any accident or near miss incident occurs to any person at/or as a result of your event the Hirer is required to complete an ‘Accident Report Form’, copies of which may be found inside the First Aid Box in the kitchen. You must complete all sections of the Form and add the names and addresses of any witnesses. You must then hand the form to the Trust representative.

The Hall has a maximum capacity of 75 people. The Hirer must ensure that this figure is not exceeded.

All music, live or recorded, must cease by 11.30pm and the premises vacated by midnight. The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night, and is responsible for maintaining orderly behaviour both inside and outside the hall. Car door banging and loud conversation in the car park should be discouraged.

A deposit, if requested, must be paid prior to the start of any booking. Any advance deposit paid will normally be returned within 7 days after hire subject to any charges for any damage to, or loss of, equipment from the hall or any additional cleaning required as a result of the hire. The extent and cost of the damage or loss will be agreed as soon as possible and a suitable adjustment made to monies returned. In the event of the value of the damage or loss exceeding the advance deposit then an additional payment may be due from the Hirer.

No smoking is permitted in any part of the Hall. Admittance to the Hall prior to the start of the booked session can be arranged with the booking secretary.

Hire of the Hall includes use of the ancillary facilities (kitchen and equipment, toilets, tables, chairs)

The Hall is unsuitable for the preparation of food on a commercial basis and Hirers are advised that they are responsible for food hygiene and safety.

Hirers are expected to familiarise themselves with the facilities available and to ensure that they are adequate for the purpose intended

Hirers must ensure that the Hall (including kitchen, appliances, and toilets) are left clean and tidy with all rubbish removed from the site at the end of the hire period. Any charges incurred by the Hall due to breakages, inadequate cleaning, or failure to replace items/equipment, etc. will be charged to the Hirer.

All hire charges include a 5% non-refundable booking fee therefore the maximum refund available on cancellation requested by the hirer is 95% of the paid hire charge. To qualify for the maximum refund, cancellation of a booking by the Hirer must be notified at least 14 days in advance of the booking by emailing support@wiggintonvillagehall.org. No refund will be possible for cancellations requested within 14 days of the booking unless the hall is re-booked for another event on the same day.

The Hall retains the right to cancel any booking that conflicts with an event organised by the Hall itself, if the purpose of hire is in any way deemed to be improper, if the Hall is required as a Polling Station, if essential maintenance or building works need to be undertaken, Force majeure or any other justifiable reason.

CHECKLIST FOR HIRERS OF WIGGINTON VILLAGE HALL

In order that the Hall can be kept in good condition for all, would Hirers please do the following at the end of each hire:

Please ensure that the all areas in the hall are left in good condition and ready for the next user. Sweep or mop the floors to remove any crumbs etc. (Cleaning equipment will be found in the kitchen).
Make sure tables are clean before being put away, and put away tables and chairs where you found them.
Check that all taps in the lavatories and kitchen are turned off.
Ensure the lavatories are clean and in a state in which you would like to find them.
Ensure that the refrigerator is empty and clean, the power turned off and the door left open.
Ensure any cutlery or crockery you have used is washed dried and put away.
Ensure the dish washer is drained and any food debris removed from the filter trays.
Use the bin bags provided to dispose of general rubbish in the outside "Green" bin and of recycling in the outside "blue" bin which can be found opposite the main hall entrance. There is a glass recycling bin at the rear of the car park. Any rubbish that exceeds the capacity of the outside bins must be removed by the Hirer.
When you leave, check that all internal doors are closed.
Turn off all electrical appliances.
Switch off all the lights.
Lock the outer doors.
Return the key and ensure the shed is secured.
Should you have any comments please email us at enquiries@wiggintonvillagehall.org.